Ravi Shankar

Tweaking Apps

Tips

De-Clutter Gmail Inbox using filters.

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One way of organising Gmail Inbox using the Filter option available as part of the settings. Let us say you want to move all your “Amazon” related emails from Gmail Inbox to another label.

Navigate to Gamil Settings then “See all settings”

Click “Create a new filter” option under Filter and Blocked Address tab.

In the From field enter “Amazon” or the address/mails which you want to move from your Inbox then click “Create filter”

I have gone with the above option, Skip the Inbox, Mark as read, Move the emails to a label “Amazon”. To apply this filter immediately, select “Also apply filter to matching conversation.

Now all the matching emails will be moved to the “Amazon” folder and marked as unread. Initially this operation might take time depending upon the no of emails matching the filter criteria. Any new email matching the filter condition will be automatically moved to this label.

Mac Screenshot App – Change default screenshot and recordings location

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Screenshot app in Mac OS Big Sur is quite useful tool for taking screenshots and screen recording. The default location for saving screenshots and video recording file is Mac desktop.

Mac OS Big Sur users can change the default location to documents or any other location by using the option menu

Launch Screenshot app.

Click the options menu and select Other location. Then create a folder of your choice. In this example, I have created a folder “Screenshot” under desktop.

Any screenshots or recordings will be stored under the newly created folder.

Turn on/off Wifi using Keyboard shortcut

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Mac users can turn on/off Wifi using option available as part of the Menu bar.

Wifi Menu bar option

Add quick action in Automator app

Launch Automator app on your mac and choose Quick Action.

Automator – Quick Action

Choose action as “Run Shell Script” then set Workflow receives to “no input” and set it to run for for any application and select an image for your action.

Then under the run script window add the following script.

set_wifi_on_or_off() {
  networksetup -getairportpower en${n} | grep ": ${1}";
  if test $? -eq 0;
  then
    echo WiFi interface found: en${n};
    eval "networksetup -setairportpower en${n} ${2}"
    return 0;
  fi
  return 1;
}

for n in $(seq 0 10);
do
  if set_wifi_on_or_off "On" "off"; then break; fi;
  if set_wifi_on_or_off "Off" "on"; then break; fi;
done

You can test the above script using “Run” option and check if Wifi settings turned On or Off based on the current state. Save this quick action by providing a name as “Wifi”

Assign a keyboard shortcut for quick action

Launch Keyboard preferences using System preferences and navigate to Shortcuts tab.

Keyboard Preferences

The newly added Wifi quick action will be available under Services. Now assign a keyboard shortcut for this action.

Note :- Make sure to select 3 letters or more keyboard combination for your shortcut. Sometimes other apps might be using the same set of key combination and this would prevent launching the Automator action.

References

A trick to flip a column upside down in Excel

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Excel users can sort a column using the Sort feature available as part of Sort & Filter menu. But what if you want to flip a column upside down. Let us see this with an example column having some text values as shown below.

We will not be able to apply sort feature directly on this column to flip the data instead we can add a dummy column and use that for sorting the text values.

Step 1: Insert a new column before the existing column.
Step 2: Now use Auto Fill feature to fill the temp with numbers as shown below

Step 3: Now you can use the Sort feature on column1 and make sure to sort by descending order. Also include the column2 in Sort sleection list.

Step 4: Once the columns are sorted, delete the temp column with numbers.

Prevent users from adding new worksheet in Excel

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Excel 2016, 2013 and 2010 provides an option to prevent users from adding new worksheet to existing Workbook structure. So if you are the owner of Excel file and you do not want to allow other users to add any new worksheet, rename or move worksheet then you can use Protect Workbook Structure option to change the permission. You can access Protect Workbook Structure from the Info menu.

image

Click the File menu and then navigate to Info menu and click the drop down arrow under Protect Workbook option. From the list of available option select Protect Workbook Structure. This would display the following Protect Structure and Windows. Mark the check box with label as Structure. If you want to password protect it then enter a password in the Password field. Click Ok button to save and confirm the changes.

image

Go To specific page number in Word

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In Word 2013 and Word 2010 you can go to specific page in the Word document using the Find and Replace dialog.

To display the Find and Replace dialog, Navigate to Home menu and click on the drop down arrow under Find menu.

Go To option in Word 2013 and Word 2010

Another shortcut for launching Find and Replace is by pressing Ctrl + G.

Find and Replace in Word 2013 and Word 2010

Navigate Go To tab and select Page option for Go to what and specify the page number under the textbox available under Enter page number label.

Also See: Insert and Save watermark in Microsoft Word

Autocorrect in Word – Replace text as you type

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Autocorrect in Microsoft Word 2016, Word 2013, 2010 and 2007 has a feature called replace any text as you type. This tutorial provides an example for replacing text with text and image in Word document.

Replace text as you type in Word 2016, Word 2013, Word 2010 and Word 2007

In Word 2013 and Word 2010 you can access Proofing section by clicking File menu –> Options. To access AutoCorrect option in Word 2007 click on the Word Options and navigate to Proofing section.

Proofing section in Word document

And on clicking the AutoCorrect Options the following dialog box would be displayed. Under Replace text as you type, you can add the text which needs to be replaced it is typed in the Word Document.

Replace text as you type in Word

For example if you want dato be replaced with Digital Answers in word document, then add da to the left hand side and Digital Answers to right hand side then click Add button.

Replace text with text using Autcorrect

How to use autocorrect for replacing text with picture

Step 1: Navigate to Insert menu, click Pictures under illustrations section

Insert Pictures in Word 2013

Step 2: Using the Insert Picture dialog, select and add image to the document.

Select Picture Dialog in Word 2013

Step 3: Click File menu, select Options from the menu list.

Word Options in Word 2013

Step 4: In Word Option window, navigate to Proofing section and click AutoCorrect Options.

AutoCorrect Options in Word 2013

Step 5: Now enter the name under Replace text and make sure Formatted Text radio option is selected. (If you have not selected any image then this option will not be displayed)

Replace text as you type in Word 2013

Step 6: Click Add button to add the entry to AutoCorrect list. Then OK button on the AutoCorrect and Word Options to close the windows.

Now whenever you type the replace text, it will be automatically replaced with the image. If you are frequently going to insert company logo or your signature then you try this feature.

Formatted Text in Word 2013

Also See: Find Autocorrect entries file in Word 2010

How to include original message in Outlook

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Microsoft Outlook users can include the original message while forwarding or replying to an email. The users can choose any one of the following options for original message

  • Do not include original message
  • Attach original message
  • Include original message text
  • Include and indent original message text
  • Prefix each line of the original message 

Listed below are the steps to access the message handling option in Outlook 2013, Outlook 2010 and Outlook 2007

Include original message in Outlook 2016, Outlook 2013 and Outlook 2010
Click File menu, select Options from the list.

Outlook Options

In the Outlook Options window, click Mail tab then scroll down Replies and and forwards section.

Replies and forwards option in Outlook 2013, Outlook 2010

Use the option “When replying to a message” and “When forward a message” to specify the option for original message.

Include Original Message in Outlook 2013, Outlook 2010

Include original message in Outlook 2007

Tools -> Options -> Email Options -> On replies and forwards section

Email Options in Outlook 2007Attach Original message in Outlook 2007

Using the drop down available under when replying to a message and When forwarding a message, you can choose any of the following values from drop down.

Include Original message text in Outlook

Also See: Close original message on reply or forward in Microsoft Outlook

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